TEFAP CIVIL RIGHTS COMPLIANCE TRAINING

1. TEFAP CIVIL RIGHTS COMPLIANCE TRAINING FNS Instruction 113-1 Civil Rights Compliance and Enforcement Nutrition Programs Activities

2. Purpose The purpose of this Civil Rights instruction is to establish and convey policy and provide guidance and direction to the United States Department of Agriculture (USDA) Food and Nutrition Service (FNS) and its recipients and customers, and ensure compliance with and enforcement of the prohibition against discrimination in TEFAP all FNS nutrition programs and activities, whether federally funded in whole or not.

3. Race Color National Origin Age Sex Disability Protected Classes Program benefits and participation are made available without regard to: = for all!

4. Public Notification • TEFAP State or local agencies and their sub-recipients must have a public notification system • The Purpose of this system is to inform applicants, participants and potentially eligible persons of: • Program availability (including dates, times and locations of TEFAP distributions) • Program rights and responsibilities • Policy of non-discrimination • Policy for filing a complaint

5. Prominently Display …

6. Non-Discrimination Statement The non-discrimination statement must be included on all information materials and sources; including websites, forms, public releases, announcements of scheduled distributions and all other publications

7. Non-Discrimination Statement TEFAP state or local agencies and their sub-recipients must use the following statement: In accordance with federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To fine a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, S.W., Washington, DC 20250-9410 or call (800)795-3272 (voice) or (202)720-6382 (TTY). USDA is an equal opportunity provider and employer.” If the material is too small to include the full statement, at minimum, include the statement in print size no smaller than the text that “This institution is an equal opportunity provider.”

8. Language Assistance • State agencies, local agencies or other sub-recipients are required to provide access to TEFAP services to Limited English Proficiency (LEP) persons and participants • Take reasonable steps to assure access is provided

9. Reasonable Accommodation for Persons with Disabilities • Americans with Disabilities Act • Section 504 of the Rehabilitation Act of 1973 • 7CFR Part 15b Prohibits discrimination on the basis of disability in all services, programs and activities provided to the public by state and local governments. Reasonable accommodations that do not cause undue hardship must be provided.

10. Assurances To qualify for federal financial assistance, an application must be accompanied by a written assurance that the entity to receive financial assistance will be operated in compliance with all non-discrimination laws, regulations, instructions, policies, and guidelines

11. Assurances (continued) • FNS will obtain a written assurance from each state agency and will ensure that state agencies obtain assurances from recipient/partner agencies • A civil rights assurance must be incorporated in all agreements between state agencies and local agencies and

12. Compliance Reviews • State agency review local agencies • Local agencies review their sub-recipients • State agency must report significant findings to the reviewed entity and FNS

13. Resolution of Noncompliance Definition of “Noncompliance” A factual finding that any civil rights requirement, as provided by law, regulation, policy, instruction, or guidelines, is not being adhered to by a state agency, local agency or sub-recipient.

14. To Achieve Voluntary Compliance the State Agency Must: • Provide immediate written notice to the local agency or sub-recipient indicating: • The areas of noncompliance, and • The action required to correct the situation • Negotiate with the local agency or sub-recipient to achieve compliance

15. Complaints of Discrimination All complaints alleging discrimination on the basis of race, color, national origin, age, sex, or disability – either written or verbal – must be forwarded to: USDA Director Office of Civil Rights 1400 Independence Avenue, SW Washington, DC 20250

16. Conflict Resolution • Conflict – A disagreement through which the parties involved perceive a threat to their needs, interests or concerns • Conflict can be large or small; originate in one person, between two or more people or between two or more groups • Conflict can be resolved depending on how its managed • Define the problem. Find the cause. Select an approach to resolve it. Implement it – take action

17. The Code of Quality Customer Service Always: Smile and Be Pleasant Treat Everyone with Respect and Courtesy Be Caring and Understanding Be a Good Listener Offer Assistance Serve Clients in A Timely Manner Apologize for Any Inconvenience Make Clients Feel Appreciated Remember: Your Client is Your Most Important Asset!

18. Civil Rights Training • All levels of TEFAP administration must receive Civil Rights training • The SDA will train the EFO. The EFO must train the recipient/partner agencies and other “front-line” staff who interact with program applicants or recipients • Maintain documents after training is performed (i.e. sign-in sheets of attendees, agenda, etc.)

19. Civil Rights Training Topics • Effective public notification systems • Requirements for language assistance • Requirements for reasonable accommodations of persons with disabilities • Compliance review techniques • Resolution of noncompliance • Complaint procedures • Conflict resolution • Customer service Specific subject matter required, but not limited to:

20. For Additional Civil Rights Compliance Information, contact: • David l. Reeves, Project Administrator (404)463-8042 • Sandra Frederick, Project Administrator (404)657-3738 Georgia Department of Human Services DFCS/OFI/FANU/TEFAP 2 Peachtree St. NW, Suite 21 Atlanta, GA 30303